DNA LABS SOW vRFQ.pdf

DEPARTMENT OF JUSTICE

BUREAU OF ALCOHOL, TOBACCO, FIREARMS AND EXPLOSIVES

STATEMENT OF WORK

FOR

BUREAU-WIDE DNA COLLECTION SERVICE

1.0 General

1.1 Background: The mission of the Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF) is to conduct criminal investigations, oversee the firearms and explosives industries and enforce federal laws and regulations related to alcohol, tobacco, firearms, explosives, and arson. ATF’s mission also includes working in cooperation with federal, state, and local law enforcement agencies. ATF views its role in enforcing firearms and explosives laws as significant in the battle against terrorism and supports the Department of Justice’s (DOJ) strategic goal to “enforce federal laws and represent the rights and interests of the American people.” ATF enforces Federal laws and regulations by working directly and in cooperation with other government agencies to:

a) Suppress and prevent crime and violence through enforcement, regulation, and community outreach;

b) Ensure fair and proper revenue collection;

c) Provide fair and effective industry regulation;

d) Support and assist Federal, State, Local and international law enforcement.

e) Provide innovative training programs in support of criminal and regulatory enforcement functions;

f) Help reduce the criminal use of firearms;

g) Provide for public safety by reducing the criminal misuse of explosives, combating arson, and remove safety hazards caused by improper and unsafe storage of explosive materials.

ATF utilizes DNA analysis for indictment and prosecution of individuals to combat violators of Federal laws. While technology plays a major role in ATF’s efforts, much of its investigative success is increasingly dependent upon forensic technology. One way of meeting the mission is through DNA collection from evidence. This Statement of Work (SOW) is to provide DNA collection and analysis services.

1.2 Organization: ATF is a law-enforcement organization with unique responsibilities. It is dedicated to reducing violent crime and protecting the public. ATF enforces federal laws and regulations relating to alcohol, tobacco, firearms, explosives, and arson. The Agency accomplishes this mission by working directly with and cooperating with other Federal, state, local, and international authorities. The Bureau’s objective is to provide fair and effective industry regulation, provide assistance to Federal, state, local and international law enforcement, prevent crime and violence through enforcement, regulation, and community outreach, and provide innovative training programs that support criminal and regulatory enforcement activities.

ATF is a highly decentralized organization composed of 25 Field Division offices and approximately 250 field and satellite offices across the continental United States (U.S.), Hawaii, Alaska, and US territories.

1.3 Objective: The objective of this Statement of Work (SOW) is to provide DNA collection and analysis services using the following technique or equivalent: M-Vac Collection Technique, utilizing STRmix expert DNA analysis software online with GlobalFiler, Fusion 6C, 5C, and Qiagen’s Investigator with Quality Sensor with an ability to provide a 48-hour rush turn around.

1.4 Scope: The Contractor shall provide Bureau-wide DNA forensic services in support of ATF’s mission. The contractor shall provide all DNA analysis. The contractor shall be capable of separating up to five DNA profiles. The contractor shall utilize the optimized swabbing technique.

The contractor shall provide all necessary resources and expertise, training and equipment required to meet the requirements and tasks outlined in this SOW.

1.5 Period of Performance: The period of performance will be for one (1) year base plus four (4) one-year options.

1.6 Place of Performance: DNA Services shall be performed at the Contractor’s own facility. The Contractor shall provide DNA results electronically to the Government requesting office unless alternative method of delivery is stipulate in the order. The requesting Government field office will provide a shipping return label for any results or evidence material that needs to be mailed to the Government requesting field office by the Contractor.

1.7 Extended/Emergency Hours: Under circumstances that merit, the contractor shall be requested to analyze evidence received via mail carrier or hand delivered after typical business hours and on weekends.

1.8 Travel: Contractor travel may be required for services such as training. When travel is required and approved by the COR the contractor shall follow the guidelines in this SOW.

1.8.1 All travel will be compensated in accordance with the Federal Travel Regulations (FTR). All work-related travel will be reimbursable based on actual allowable direct cost IAW FAR 31.205-46 Travel Costs at the rate specified for the location and time frame identified by regulation.

1.8.2 All Contractor personnel may be required to travel on commercial or Government-provided transportation at Government cost. The respective COR or CO shall authorize all travel prior to each trip via email confirmation and confirmation of adequate funding.

1.8.3 All Contractors will utilize the Exemption Certificate from Tax on Occupancy of Hotel, Motel, and Tourist Home Rooms Forms, which will be provided to the awarded Contractor. All Contractors will ensure they only use accommodations that are within the per diem rates published in accordance with the FTR.

1.8.4 To be reimbursable, the travel expenses shall be (i) other than local commuting travel expenses within the place of performance, (ii) allowable under the FTR and the provisions of this requirement, (iii) approved by the CO or respective COR prior to being incurred or expended, and

(iv) allocable and necessary for performance of this requirement.

1.8.5 Travel reimbursement requests shall be submitted in sufficient time, typically within 30 days, for the CO or respective COR to give prior approval and shall identify (1) the name of the traveler(s); (2) destination(s), including itinerary; (3) purpose of the travel; and (4) cost breakdown.

1.8.6 To be reimbursed, invoices, including travel expenses, shall provide a detailed breakdown of the actual expenditures invoiced, including copies of the receipts for allowable costs for which the contractor is invoicing. Contractor shall maintain the original or legible copy of receipts for all travel expenses invoiced. ATF reserves the right to request evidence of any travel expense paid.

1.8.7 Under no circumstances will Profit or Other Direct Costs/Overhead be allowed for travel.

1.8.8 No travel shall be reimbursed for local travel within a 50-mile radius of the contractor’s work site.

1.9 Organizational Conflict of Interest: If the Contractor and subcontractor personnel performing work under this requirement may receive, have access to or participate in the development of proprietary or law enforcement sensitive information which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The contractor shall notify the CO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the CO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the CO and in the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO may affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.10 Inspection and Acceptance:

Inspection/Acceptance. Supplies or services delivered under this contract shall be inspected and accepted by the COR. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance in accordance with the appropriate inspection and acceptance clause.

Acceptance Criteria: The basis for acceptance shall be in compliance with the requirements stipulated herein, applicable terms and conditions of the contract or task order at no additional cost to the Government. Deliverable items rejected shall be corrected in accordance with the applicable clauses.

The COR will review all deliverables to ensure accuracy, functionality, completeness, professional quality, and overall compliance within the guidelines/requirements of the delivery order. The contractor shall ensure the accuracy and completeness of all deliverables. Errors, misleading or unclear statements, incomplete or irrelevant information, and or excessive rhetoric, repetition, and “padding”, shall be considered deficiencies and shall be subject to correction by the contractor, at no additional cost to the Government. The contractor shall make any noted corrections/revisions, within 5 business days, after government review and comment on deliverables. If the deliverable does not meet the noted criteria, the Government will return the deliverable.

Rejection Procedures. If the COR rejects any deliverable, that rejected document will be handled in the following manner:

After notification that the deliverable did not meet the acceptance criteria, the Contractor shall resubmit an updated/corrected version within five (5) business days after receipt of Government comments.

Upon re-submission by the Contractor, the Government will reapply the same acceptance criteria. If the deliverable does not meet the acceptance criteria a second time, the Government may consider the Contractor as having deficient performance with respect to the subject task/subtask and reject any applicable invoices.

Any rework of rejected deliverables will be completed at no additional cost to the government.

The Government may reject any invoices for deliverables requiring rework or that have been rejected.

No payments will be issued against rejected deliverables, until they are corrected and accepted by the government.

1.11 General Government and Contractor Roles and Responsibilities:

1.11.1 The roles of a federal CO, a COR, other key government representatives and the Contractor Representative (CR) are explained below.

1.11.1.1 The CO ensures performance of all necessary actions for effective contracting, compliance with the contract terms, and safeguards the interests of the U.S. in the contractual relationship. The CO also ensures that the Contractor receives impartial, fair, and equitable treatment under this SOW. The CO is ultimately responsible for the final determination of the adequacy of the Contractor’s performance, approval of invoices and authorization of pertinent remedies based on input from the COR.

1.11.1.2 The COR is responsible for technical administration of the SOW and for assuring proper government surveillance and assessment of the Contractor’s performance. The COR is the primary point of contact for the CR and shall be alerted of any changes or events that could adversely impact the Contractor’s ability to effectively perform the requirements of the SOW.

Based on a monthly analysis of the Contractor’s performance, the COR will recommend the application of remedies to the CO.

1.11.1.3 The CR serves as the single point of contact for the Contractor for collecting, reviewing, and submitting performance data and information to the CORs, engaging in discussions and resolving issues with the COR. The CR is responsible for notifying the respective COR via email of any requested changes in the established delivery schedule for any deliverable. If this notification does not occur, the original delivery date will be used in calculating on-time delivery.

The CR shall email all deliverables to the respective COR, unless an alternative delivery method is authorized by the COR.

1.11.1.4 The Project Leads (PL) have the primary responsibility for monitoring and reporting the Contractor performance in the areas of timely delivery and deliverable quality to the CORs.

1.12 ATF Policies, Procedures and Standards:

1.12.1 The contractor shall comply with to all ATF guidelines, security requirements, and federal regulation and legislation throughout the life of the contract. ATF reserves the right to amend/upgrade these standards and internal guidelines, processes, and procedures during the POP of the contract. The following guidelines are applicable to this requirement:

a. Minimum Database Security Requirements as prescribed by the ATF Information Systems Security Office (ATF ISSO)

b. NIST Special Publication 800-53

c. ATF Minimum Security Requirements for Contractor Off Site Labs

d. ATF Publication, 7500.1 Rules of Behavior and Customer Agreement for ATF Workstation Users

e. Section 508 of the Rehabilitation Act (29 U.S.C. 794d), Subpart B – Technical Standards, 1194.21, Software Applications and Operating Systems, and 1194.22, Web-based Intranet and Internet Information and Applications, as it applies to this requirement

1.13 System for Award Management (SAM): The selected contractor shall have an active registration in the SAM database prior to award in accordance with Federal Acquisition Regulation 52.204-7.

1.14 Access to Records, Data and Facilities: The contractor shall permit the CO or designated representative(s) access to all records, data, and facilities used in performance for the services covered in this SOW.

1.15 Funding Status: The contractor should immediately notify the CO (with a copy to the COR), in writing, when billing has reached 85 percent of the amount(s) or whenever remaining funds are not sufficient to cover anticipated performance through to the expiration date or requested task orders; whichever is sooner. The contractor is cautioned that performance of work above the contract’s ceiling is not authorized without written modification by a Contracting Officer.

2.0 Tasks

2.1 DNA Forensic Services: The contractor shall provide the following DNA Analysis services/techniques or equivalent:

Description:

DNA STR ANALYSIS - Buccal/Reference Standard Swabs including Screening Fee for Swabs and STRmix Analysis.

DNA STR ANALYSIS - Buccal/Reference Gun Swab including Screening Fee for Swabs and STRmix Analysis.

EVIDENCE SCREENING / SEROLOGY – Identification of blood, saliva, or semen, and/ or preparation of evidence sample. Small items & Extracts.

EVIDENCE SCREENING / SEROLOGY – Identification of blood, saliva, or semen, and/ or preparation of evidence sample. Large items & Extracts.

EVIDENCE SCREENING / SEROLOGY – Identification of blood, saliva, or semen, and/ or preparation of evidence sample. Extra Large items & Extracts.

EVIDENCE SCREENING / SEROLOGY – Identification of blood, saliva, or semen, and/ or preparation of evidence sample. M-VAC Screening.

DNA STR ANALYSIS Suspect or Victim Standard.

DNA STR ANALYSIS Evidence Samples.

DNA STR ANALYSIS M-Vac Filter.

DNA Y-CHROMOSOME (Y-STR) ANALYSIS Suspect or Victim Standard.

DNA Y-CHROMOSOME (Y-STR) ANALYSIS Evidence Sample.

RUSH SHIPPING - 48 Hour Turnaround.

RUSH SHIPPING - 1 Week Turnaround.

RUSH SHIPPING - 2 Week Turnaround.

RUSH SHIPPING - 3 Week Turnaround.

All requested results, data and deliverables shall be submitted and approved by the COR. The Contractor shall provide the requested DNA results in a format that is accepted by the state databases local to the requesting Field Office.

2.2 Training: The contractor shall provide training and training materials to ATF personnel on DNA retrieval and analysis upon request from the Government. The COR shall submit and approve all requests for training. The contractor shall provide live training options in-person and virtual.

Training material shall consist of but are not limited to pre-recorded training videos, presentations, reference/training guides.

3.0 Reports

3.1 Monthly Status Report (MSR): The Contractor shall submit a single Monthly Status Report that provides at a minimum:

a) Total amount of each service and spending per Task Order (current month, year-to-date).

b) Requesting Field Division with Investigation Number per month service.

3.2 Quality Control Plan (QCP): The contractor shall develop, implement and maintain a QCP.

The program shall include inspection, validation, evaluation, corrective action and procedures necessary to affect quality control of all performance and products provided under the SOW. The program shall allow inspection and evaluation by the Government and shall be applicable to all subcontractors and members of the contractor’s team, as appropriate. The QCP shall assure adequate quality control throughout all areas of contract performance and shall be implemented to assure reliability and effective performance. The Contractor shall be solely responsible for controlling and assuring quality work, and providing objective evidence that such control does, in fact, exist. The Contractor shall also be liable for Contractor employee negligence, and any fraud, waste, or abuse. It shall be the responsibility of the Contractor to enforce all QCP requirements for any and all employees. A draft QCP shall be delivered to the COR no later than 60 days after contract award. A final QCP shall be delivered to the COR no later than 120 days after contract award.

4.0 Applicable Publications/Regulations

The following publications and regulations are applicable to this requirement:

Contractor shall be accredited by ANSI National Accreditation Board (ANAB); ISO 17025 Accreditation

5.0 Deliverables

5.1 All electronic deliverables shall be prepared using Microsoft application formats selected by the Contractor unless specified otherwise in the SOW or by the COR. All deliverables shall be delivered to the COR and the Project Lead electronically.

5.2 Marking and Delivery: The Contracting and Contracting Officer’s Representative (COR) will finalize the method in which report deliverables are to be submitted and marked for delivery. Report deliverables may be required to be submitted electronically.

5.3 The List of deliverables is indicated below:

SOW

Ref. #

Deliverable Format Due Date

2.1 DNA Forensic Services Electronically in the

format that is accepted by the state system databases local to the requesting Field Office.

3.1 Monthly Status Report Contractor’s format as

agreed to by the COR.

By the 15th of each month.

3.2 Quality Control Plan Contractor’s format as

agreed to by the COR.

A draft QCP no later than 60 days after contract award. A final QCP no later than 120 days after contract award.

6.0 Attachments/Technical Exhibit List

6.1 Technical Exhibit 1 – Estimated Workload Data

6.2 Technical Exhibit 2 – Performance Requirements Summary

TECHNICAL EXHIBIT 1

Estimated Workload Data

The following is provided as the Government’s estimate of the work requirement to be performed.

These estimates do not constitute a guaranteed work minimum or maximum. The contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW to include extended/emergency hours.

Estimated Tasks:

Below are the estimated tasks per year:

SOW Task Description Estimated Quantity/Year

2.1 DNA STR ANALYSIS – Buccal/Reference Standard

Swabs including Screening Fee for Swabs and STRmix Analysis.

2.1 DNA STR ANALYSIS - Buccal/Reference Gun Swab

including Screening Fee for Swabs and STRmix Analysis.

2.1 EVIDENCE SCREENING / SEROLOGY – Identification

of blood, saliva, or semen, and/ or preparation of evidence sample. Small items & Extracts.

2.1 EVIDENCE SCREENING / SEROLOGY – Identification

of blood, saliva, or semen, and/ or preparation of evidence sample. Large items & Extracts.

2.1 EVIDENCE SCREENING / SEROLOGY – Identification

of blood, saliva, or semen, and/ or preparation of evidence sample. Extra Large items & Extracts.

2.1 EVIDENCE SCREENING / SEROLOGY – Identification

of blood, saliva, or semen, and/ or preparation of evidence sample. M-VAC Screening.

2.1 DNA STR ANALYSIS Suspect or Victim Standard. 100

2.1 DNA STR ANALYSIS Evidence Samples. 100

2.1 DNA STR ANALYSIS M-Vac Filter. 100

2.1 DNA Y-CHROMOSOME (Y-STR) ANALYSIS Suspect

or Victim

Standard.

2.1 DNA Y-CHROMOSOME (Y-STR) ANALYSIS

Evidence Sample.

2.1 RUSH SHIPPING - 48 Hour Turnaround. 50

2.1 RUSH SHIPPING - 1 Week Turnaround. 50

2.1 RUSH SHIPPING - 2 Week Turnaround. 50

2.1 RUSH SHIPPING - 3 Week Turnaround. 50

2.2 Live Training Sessions (up to 75 number of students) 10

TECHNICAL EXHIBIT 2

Performance Requirements Summary

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Task Objective/Result to be achieved Acceptable Level of

Performance Surveillance

Method

2.0 Tasks

2.1 DNA Forensic Services Project deliverables and

services are completed on time 100% of the time with no required corrections.

100% Inspection

2.2 Training Customer surveys

completed that have an average rating of satisfied or very satisfied (4 or 5 on the rating scale). Positive and negative feedback received in addition to customer surveys will also be considered in evaluating customer satisfaction.

Customer Complaint

3.0 Reports

3.1 Monthly Financial Report Provided by the 15th each

month. All required documents are provided.

100% Inspection